Suppliers

Suppliers are who you buy services and products from. They are created, edited and managed from the Purchase module.


Prerequisites


Table of Contents


Create a new supplier

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New suppliers can be created by navigating to Purchase > New > Supplier or Purchase > Suppliers and clicking +.


Suppliers can also be created during a purchase, where pressing + next to the supplier name field will open a pop-up window where supplier details can be entered.


Suppliers can be imported in bulk via CSV file.


Enter supplier details

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If default values for new Supplier records have been set up previously in Settings>Reference Books>Default Field Values, the applicable fields will be pre-filled with these values. If default values are not set up, all fields will be empty. Regardless of whether default values are set up or not, all fields on the New Supplier page remain editable. For more information, see Default Field Values for New Suppliers.


Fields marked with an asterisk (*) are mandatory.



To enter supplier details:

  1. Enter the Supplier name.
  2. Enter the Supplier currency.
    NOTE: It is important to provide the right currency that the supplier operates in as DEAR Inventory automatically creates a currency conversion at the time of purchase from the supplier. If the currency of the supplier is different from your base currency, a currency conversion will occur. The exchange rate can be modified at the time of the purchase to reflect the actual rate.
  3. Choose a Payment Term, an Account Payable, and a Tax Rule (see the Prerequisites above).
  4. Choose a Status. Deprecated means that this supplier will not appear in any of the supplier dropdown lists unless specifically searched for.
  5. Select a Default Carrier (optional).
  6. Enter a Tax number (optional).
  7. If you have a standing discount with this supplier, enter a number in this field to apply it to your purchases order lines.
    NOTE: Entering '10' into the discount field will apply a 10% discount to purchase order lines. This can be manually altered when processing a purchase.
  8. Apply other custom fields using Additional Attributes (optional).
  9. Add comments which will be added to documents (optional).


Add addresses

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Once general information has been provided for a supplier, addresses can be added. Multiple addresses can be added for the same supplier. Each type of address (Business, Shipping, Billing) must be correctly identified for each supplier so that this information is correctly displayed on invoices, purchase orders or any other DEAR Inventory document.


Supplier addresses can be imported in bulk via CSV file.



To add an address to a supplier:

  1. Click or Add a new address.
  2. Fill in the supplier’s address details.
  3. Choose whether it is a Business, Shipping or Billing Address.
  4. Repeat for as many addresses as necessary.
  5. If the supplier has multiple addresses of one type (Business, Shipping or Billing), select a default address for that type by checking the Default for Type box.


Add contacts

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One or more contacts can be added to a supplier. If multiple contacts are added, a default contact must be selected.


Supplier addresses can be imported in bulk via CSV file.



To add a contact to a supplier:

  1. Click or Add new contact.
  2. Fill in the supplier contact’s details.
  3. Repeat for as many contacts as necessary.
  4. If multiple contacts are added, select a default contact for the supplier.
  5. Choose if the contact is automatically included in emails sent to this supplier by checking the Include in Emails box.
  6. Once the details have been added, save the Supplier by clicking Save. The Supplier can now be used to make purchases with DEAR Inventory.


Import supplier details

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Supplier details can also be imported from a CSV template. This is useful for quickly adding many suppliers, supplier addresses, supplier contacts, or product information details in bulk. It is important that the column names and order are not changed when editing the CSV template.



Import supplier list

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Import large numbers of supplier details via CSV file to save time.


To import a list of suppliers:

  1. Navigate to Purchase > Suppliers.
  2. Click Import > Suppliers.
  3. Download the supplier CSV template.
  4. Populate the template with the supplier values, making sure the information matches the column headings. The column headings must not be changed for the import to work.
  5. Save the CSV Template.
  6. Browse your files for the populated CSV file and click Upload.

NOTE: Prior to importing a supplier list, you will be prompted to set an active tax rule for purchases under Settings > Reference Books > Taxation Rules.


Import supplier addresses

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Import large numbers of supplier addresses via CSV file to save time.


To import a list of supplier addresses:

  1. Navigate to Purchase > Suppliers.
  2. Click Import > Supplier Addresses.
  3. Download the supplier addresses CSV template.
  4. Populate the template with the supplier address values, making sure the information matches the column headings. The column headings must not be changed for the import to work. Multiple addresses can be added for the same supplier by adding new address lines with the same supplier name. The Action column can be used to delete a supplier address by typing in DELETE.
  5. Save the CSV Template.
  6. Browse your files for the populated CSV file and click Upload.


Import supplier contacts

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Import large numbers of supplier contacts via CSV file to save time.


To import a list of supplier contacts:

  1. Navigate to Purchase > Suppliers.
  2. Click Import > Supplier Contacts.
  3. Download the supplier contacts CSV template.
  4. Populate the template with the supplier contact values, making sure the information matches the column headings. The column headings must not be changed for the import to work. The Action column can be used to delete a supplier contact by typing in DELETE.
  5. Save the CSV Template.
  6. Browse your files for the populated CSV file and click Upload.

Import product information

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Product information for one or more suppliers can be imported into DEAR Inventory via CSV files.


To import a product list:

  1. Navigate to Purchase > Suppliers.
  2. Click Import > Product Prices by Supplier.
  3. Download the product prices CSV template.
  4. Populate the template with the product values, making sure the information matches the column headings. The column headings must not be changed for the import to work.
  5. Prices used here will be used to populate purchase orders.
  6. Save the CSV Template.
  7. Browse your files for the populated CSV file and click Upload.


Edit supplier details in bulk

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Aside from the ability to edit supplier details individually, supplier details can be exported as a CSV file and edited in bulk. This method can be used for suppliers, supplier addresses and supplier contacts.



To edit supplier details in bulk:

  1. Navigate to Purchase > Suppliers.
  2. Select the appropriate Export option (Export > Suppliers, Export > Supplier Addresses, Export > Supplier Contacts).
  3. Save and open the CSV Template.
  4. Edit the details that need to be updated.
  5. Save the CSV Template.
  6. Upload the template using Import.


Deprecate and delete suppliers

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Suppliers can be deprecated when they are no longer active or in use. If the supplier has not been used in any transaction, it can then be deleted. Suppliers that have been used in transactions cannot be deleted from DEAR. Deprecated suppliers will no longer appear to be selected for purchase operations.


To deprecate a supplier:

  1. Navigate to Purchase > Suppliers and click on the supplier record. 
  2. Change the status from ACTIVE to DEPRECATED
  3. Save your changes.


Multiple suppliers can be deprecated at once using a CSV template.


To deprecate multiple suppliers at once:

  1. Export your supplier list by navigating to Purchase > Suppliers and clicking Export > Suppliers
  2. Download and open the CSV template.

  3. In the Status column, change all suppliers to be deprecated from ACTIVE to DEPRECATED
  4. On the suppliers screen, click Import -> Suppliers.
  5. Upload the edited template.


Deprecated suppliers can be deleted from DEAR if they have not yet been used in a purchase transaction.


To delete deprecated suppliers:

  1. Navigate to Purchase > Suppliers.
  2. Click on More Actions > Delete deprecated suppliers. 
  3. Click Delete to confirm.


Merge suppliers

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Multiple supplier records can be merged into a single record.

NOTE: Merging suppliers is not reversible. You will need to merge the same suppliers in your accounting software.

To merge supplier records:

  1. Navigate to Purchase -> Suppliers
  2. Check boxes to indicate supplier records to merge. 
  3. Click More Actions -> Merge selected suppliers.
  4. Select the primary supplier record and click Merge to confirm.

NOTE: Supplier fields that only allow a single value (Tax Rule, Currency, etc.) will take the value of the primary supplier record. Supplier addresses and supplier contacts from all merged suppliers will be transferred to the primary supplier. All transactions involving merged suppliers will now point to the primary supplier.

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